HomeMy WebLinkAboutAgreements/Contracts - New Hope DV/SAGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT: New Hope
REQUEST SUBMITTED BY: Kim Pope
CONTACT PERSON ATTENDING ROUNDTABLE.. N/A
CONFIDENTIAL INFORMATION: EIYES *NO
DATE: 08/26/2026
PHONE: 509-764-8402
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RmAgreement / Contract
EIAP Vouchers
E]Appointment / Reappointment
EIARPA Related
El Bids / RFPs / Quotes Award
E]Bid Opening Scheduled
E]Boards / Committees
0 Budget
DComputer Related
ElCounty Code
7 Emergency Purchase
7 Employee Rel.
ElFacilities Related
F-1 Financial
El Funds
El Hearing
El Invoices / Purchase Orders
[]Grants — Fed/State/County
ElLeases
EIMOA / MOU
El Minutes
ElOrdinances
E]Out of State Travel
E]Petty Cash
7Policies
El Proclamations
E]Request for Purchase
7 Resolution
El Recommendation
El Professional Serv/Consultant
7 Support Letter
ElSurplus Req.
E]Tax Levies
[]Thank You's
E]Tax Title Property
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Request permission for Kim Pope to sign the contract # 170-A-GRANT-CAP-26
with the Children's Advocacy Centers of Washington for the CACWA Capacity
Building Grant in the amount of $60,300 for the 07/01/2026 through 06/30/2027
grant cycle.
FISCAL / BUDGET IMPACT:
Please con ccountina to complete a Financial R uest Form p
tq;�ubmissllon
If necessary, was this document reviewed by accounting? 7 YES El NO k N/A
If necessary, was this document reviewed by legal? R YES 11 NO F-1 N/A
DATE OF ACTION:
APPROVE: DENIED ABSTAIN
,4
D1: t
D2:
D3:
DEFERRED OR CONTINUED TO -
WITHDRAWN:
4/23/24
Children's Advocacy Center of Washington Capaciv Building Grant (CACWA and GC/Kids
Hope), Contract No. 170-A-GRANT-CAP-26
/ lbDate: Kr
BOARD OF COUNTY
COMMISSIONERS
GR ANT COUNTY, WASHINGTON
04 __
Kevin R. Burgess, CAa"ir
ATFEST:
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Caitlin E. Manell
Clerk of the Board
zikPPRO. AS TO FORiklvl:
;�r6vor R. Bev €er, SBA 447989
b.nt County Prosecutor"s Office
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Cl'vl'l Deputy Prosecuting Attorney
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Date tru
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K26-164
Children's Advocacy Centers of Washington Contract Status:
1217 Cooper Point Road SW, Suite #6 X New Contract
OX Olympia, WA 98502 Amendment/Modification No:
CACWA Phone: (360) 753-3703
Contract is between Children's Advocacy Centers of Washington (CACWA) and the Sub -Contractor identified
below:
SUB -CONTRACTOR INFORMATION
Organization's Name
Mailing Address
Tax I D#
Grant County
311 W Third Ave
91-6001319
Moses Lake, WA 98837
Phone Number
509-764-8402
CAC Name (if different)
Physical Street Address (If different)
Kids Hope
Authorized Signer &Title
Authorized Signer's Phone
Authorized Signer's email
Kim Pope,
509-764-8402
kpope@grantcountywa.gov
Executive Director
Main Contact Name & Title (if different)
Main Contact's Phone (if different)
Main Contact's email (if different)
Same as Signer
Same as Signer
Same as Signer
Same as Signer
Fiscal Contact Name & Title
Fiscal Contact's Phone
Fiscal Contact's email
Alyce Barrientoz,
509-764-8402
abarrie,ntoz@grantcountywa.gov
Financial Operations Specialist
SUB -CONTRACT INFORMATION
Contract Title
Project/Grant Number
CACWA Capacity Grant 2026-2027
#1 70-A-GRANT-CAP-26
Contract Start/End Dates
Amount of Contract
July 1, 2026 — June 30, 2027
60,300.00
Contact Person/Title
Contact Email
Contact Phone Number
Noel Parrish,
noel@cacwa.org
360-753-1698
Contracts & Finance Manager
Attachments List
Contract; Exhibit A - Data Security; Exhibit B - Statement of Work; Exhibit C — Budget; Exhibit D - Allowable &
Unallowable Expenses
APPROVAL
The Sub -Contractor named above and CACWA acknowledge and accept the terms of the attached contract. Signatures
for both parties are required below.
Sub -Contractor Signature
Printed Name & Title
Date Signed
CACWA Signature
Printed Name & Title
I
Paula Reed, Executive Director
Date Signed
Children's Advocacy Centers of Washington
Capacity Building Grant
July 1, 2026 — June 30, 2027
Contract: #170-A-GRANT-CAP-26
This Contract is entered into by and between Children's Advocacy Centers of Washington
(hereinafter referred to as "CACWA" or "Contractor") and Grant County, Kids Hope
(hereinafter referred to as "Subcontractor.")
Part I. General Terms and Conditions
1. Definitions. The words and phrases listed below, as used in this Contract, shall each have
the following definitions:
a. "CACWA" means Children's Advocacy Centers of Washington, an accredited State
Chapter of the National Children's Alliance.
b. "Contract" or "Agreement" means the entire written agreement between CACWA and the
Subcontractor, including any Exhibits, documents, or materials incorporated by
reference. The parties may execute this Contract in multiple counterparts, each of which
is deemed an original and all of which constitute only one agreement. E-mail or
Facsimile transmission of a signed copy of this contract shall be the same as delivery of
an original.
c. "Debarment" means an action taken by a federal agency or official to exclude a person
or business entity from participating in transactions involving certain federal funds.
d. "Department of Children, Youth & Families" or "DCYF" means the Washington agency,
its employees and authorized agents who are devoted exclusively to serve and support
Washington state 's youth and their families.
e. "Good Standing" with the State Chapter (26.44.020) means the CAC is fulfilling all
membership requirements and actively supporting the collective mission to improve
Washington's response to child abuse through a coordinated, multidisciplinary response.
It reflects CAC's accountability, commitment to continuous improvement, and strong
partnership within Washington's network of child advocacy centers including:
o Maintaining current membership status with CACWA
o Submitting required reports and documentation in a timely and accurate manner
o Actively participating in CACWA meetings, trainings, surveys, and statewide
initiatives
o Complying with National Children's Alliance (NCA) accreditation standards
o Demonstrating adherence to best practices
o Working with the State Chapter and/or other impacted parties promptly and
transparently to resolve any compliance, performance, or other issues that may
adversely impact the work if CACs and/or CACWA.
f. "Personal Information" means information identifiable to any person, including, but not
limited to, information that relates to a person's name, health, finances, education,
business, use or receipt of governmental services or other activities, addresses,
2026-27 Page 1
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
telephone numbers, Social Security Numbers, driver license numbers, other identifying
numbers, and any financial identifiers.
g. "Program Agreement" means an agreement between the Subcontractor and CACWA
containing special terms and conditions including a statement of work to be performed
by the Subcontractor and payment to be made by CACWA.
h. "RCW' means the Revised Code of Washington. All references in this Contract to RCW
chapters or sections shall include any successor, amended, or replacement statute.
Pertinent RCW chapters can be accessed at htt ://a s.le .wa. ov/rcw/ .
i. "Regulation" means any federal, state, or local regulation, rule, or ordinance.
j. "Subcontractor" means the individual or entity performing services pursuant to this
Contract and includes the Subcontractor's owners, members, officers, directors,
partners, employees, and/or agents, unless otherwise stated in this Contract. For
purposes of any permitted Subcontract, "Subcontractor" includes any Sub -subcontractor
and its owners, members, officers, directors, partners, employees, and/or agents. The
Subcontractor for this Contract is Grant County, Kids Hope.
k. "Subcontract" means any separate agreement or Contract between Grant County, Kids
Hope and an individual or entity ("Sub -subcontractor") to perform all or a portion of the
duties and obligations that the Subcontractor is obligated to perform pursuant to this
Contract.
I. "WAC" means the Washington Administrative Code. All references in this Contract to
WAC chapters or sections shall include any successor, amended or replacement
regulation. Pertinent WAC chapters or sections can be accessed at
http://apps.leg.wa.gov/wac/.
2. Amendment. This Contract may only be modified by a written amendment signed by both
parties. Only personnel authorized to bind each of the parties may sign an amendment.
3. Assignment. The Subcontractor shall not assign this Contract or any Program Agreement
to a third party without the prior written consent of CACWA.
4. Billing Limitations
a. CACWA shall pay the Subcontractor only for authorized services provided in accordance
with this Contract.
b. CACWA shall not pay any claims for payment for services provided after the end date of
this Contract nor for claims for payment for services during the contract period submitted
more than 30 days after the end date of the Contract.
c. The Subcontractor shall not bill and CACWA shall not pay for services performed under
this Contract, if the Subcontractor has charged or will charge an agency of the state of
Washington or any other party for the same services.
2026-27 Page 2
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
5. Compliance with Applicable Law. At all times during the term of this Contract, the
Subcontractor shall comply with all applicable federal, state, and local laws and regulations,
including but not limited to, nondiscrimination laws and regulations.
6. Confidentiality
a. The Subcontractor shall not use, publish, transfer, sell or otherwise disclose any
Confidential Information gained by reason of this Contract for any purpose that is not
directly connected with Subcontractor's performance of services contemplated
hereunder except:
1) As provided by law; or
2) In the case of Personal Information, with the prior written consent of the person or
personal representative of the person who is the subject of the Personal Information.
b. The Subcontractor shall protect and maintain all Confidential Information gained by
reason of this Contract against unauthorized use, access, disclosure, modification or
loss. This duty requires the Subcontractor to employ reasonable security measures,
which include restricting access to Confidential Information by adhering to the Data
Security Requirements outlined in Attachment A.
7. Debarment Certification. The Subcontractor, by signature to this Contract, certifies that the
Subcontractor is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded by any Federal department or agency from participating in
transactions (Debarred). The Subcontractor also agrees to include the above requirement in
any and all subcontracts into which it enters. The Subcontractor shall immediately notify
CACWA if, during the term of its Contract, Subcontractor becomes Debarred. CACWA may
immediately terminate this Contract by providing the Subcontractor written notice if
Subcontractor becomes Debarred during the term hereof.
8. Governing Law and Venue. This Contract shall be construed and interpreted in
accordance with the laws of the state of Washington and the venue of any action brought
hereunder shall be in Superior Court for Thurston County.
9. Independent Contractor. The parties intend that an independent contractor relationship will
be created by this Contract. The Subcontractor and his or her employees or agents
performing under this Contract are not employees or agents of CACWA, or DCYF. The
Subcontractor, his or her employees, or agents performing under this Contract will not hold
himself/herself out as, nor claim to be, an officer or employee of CACWA, or DCYF by
reason hereof, nor will the Subcontractor, his or her employees, or agent make any claim of
right, privilege or benefit that would accrue to such officer or employee.
10. Inspection. The Subcontractor shall, at no cost, provide CACWA, DCYF and the Office of
the State Auditor with reasonable access to Subcontractor's place of business,
Subcontractor's records, wherever located. These inspection rights are intended to allow
CACWA, DCYF and the Office of the State Auditor to monitor, audit, and evaluate the
Subcontractor's performance and compliance with applicable laws, regulations, and these
2026-27 Page 3
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids dope
Part I. General Terms and Conditions
Contract terms. These inspection rights shall survive for six (6) years following this
Contracts termination or expiration.
11. Maintenance of Records. The Subcontractor shall maintain records relating to this Contract
and the performance of the services described herein. The records include, but are not
limited to, accounting procedures and practices, which sufficiently and properly reflect all
direct and indirect costs of any nature expended in the performance of this Contract. All
records and other material relevant to this Contract shall be retained for six (6) years after
expiration or termination of this Contract.
Without agreeing that litigation or claims are legally authorized, if any litigation, claim, or
audit is started before the expiration of the six (6) year period, the records shall be retained
until all litigation, claims or audit findings involving the records have been resolved.
12. Nondiscrimination
a. Nondiscrimination Requirement
1) During the term of this Contract, Subcontractor, including any Sub -subcontractor,
shall not discriminate on the bases enumerated at RCW 49.60.530(3).
2) In addition, Subcontractor, including any Sub -subcontractor, shall give written notice
of this nondiscrimination requirement to any labor organizations with which
Subcontractor, or Sub -subcontractor, has a collective bargaining or other agreement.
q. Obligation to Cooperate
Subcontractor, including any Sub -subcontractor, shall cooperate and comply with any
Washington state agency investigation regarding any allegation that Subcontractor,
including any Sub -subcontractor, has engaged in discrimination prohibited by this
Contract pursuant to RCW 49.60.530(3).
c. Default
1) Notwithstanding any provision to the contrary, CACWA may suspend Subcontractor,
including any Sub -subcontractor, upon notice of a failure to participate and cooperate
with any state agency investigation into alleged discrimination prohibited by this
Contract, pursuant to RCW 49.60.530(3).
2) Any such suspension will remain in place until CACWA receives notification that
Subcontractor, including any Sub -subcontractor, is cooperating with the investigating
state agency.
3) In the event Subcontractor, or Sub -subcontractor, is determined to have engaged in
discrimination identified at RCW 49.60.530(3), CACWA may terminate this Contract
in whole or in part, and Subcontractor, Sub -subcontractor, or both, may be referred
for debarment as provided in RCW 39.26.200.
2026-27 Page 4
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
4) Subcontractor or Sub -subcontractor may begiven a reasonable time in which to cure
this noncompliance, including implementing conditions consistent with any court -
ordered injunctive relief or settlement agreement.
d. Remedies for Breach
1 Notwithstanding any provision to the contrary, in the event of Contract termination or
suspension for engaging in discrimination, Subcontractor, Sub -subcontractor, or
both, shall be liable for contract damages as authorized by law including, but not
limited to, any cost difference between the original contract and the replacement or
cover contract and all administrative costs directly related to the replacement
contract, which damages are distinct from any penalties. imposed under Chapter
49.607 RCW.
2) CACWA shall have the right to deduct from any monies due to Subcontractor or Sub -
subcontractor, or that thereafter become due, an amount for damages Subcontractor
or Sub -subcontractor will owe CACWA for default under this provision.
13. Order of Precedence. In the event of any inconsistency or conflict between the General
Terms and Conditions and the Special Terms and Conditions of this Contract or any
Program Agreement, the inconsistency or conflict shall be resolved by giving precedence to
these General Terms and Conditions. Terms or conditions that are more restrictive, specific,
or particular than those contained in the General Terms or Conditions shall not be construed
as being inconsistent or in conflict.
14. Severability.' If any term or condition of this Contract is held invalid by any court, the
remainder of the Contract remains valid and in full force and effect.
15. Survivability. The terms and conditions contained in this Contract or any Program
Agreement which, by their sense and context, are intended to survive the expiration or
termination of the particular agreement shall survive. Surviving terms include but are not
limited to: Billing Limitations; Confidentiality, Disputes; Indemnification and Hold Harmless,
Inspection, Maintenance of Records, Notice of Overpayment, Ownership of Material,
Termination for Default, Termination Procedure, and Treatment of Property.
16. Contract Renegotiation, Suspension, or Termination Due to Change in Funding. If the
funds CACWA relied upon to establish this Contract or Program Agreement are withdrawn,
reduced or limited, or if additional or modified conditions are placed on such funding, after
the effective date of this Contract but prior to the normal completion of this Contract or
Program Agreement:
a. At CACWA's discretion, the Contract or Program Agreement may be renegotiated under
the revised funding conditions.
b. At CACWA's discretion, CACWA may give notice to Subcontractor to suspend
performance when CACWA determines that there is reasonable likelihood that the
funding insufficiency may be resolved in a timeframe that would allow Subcontractor's
performance to be resumed prior to the normal completion date of this Contract.
2026-27 Page 5
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
1) During the period of suspension of performance, each party will inform the other of
any conditions that may reasonably affect the potential for resumption of
performance.
2) When CACWA determines that the funding insufficiency is resolved, it will give
Subcontractor written notice to resume performance. Upon the receipt of this notice,
Subcontractor will provide written notice to CACWA informing CACWA whether it can
resume performance and, if so, the date of resumption. For purposes of this
subsubsection, "written notice" may include email.
3) If the Subcontractor's proposed resumption date is not acceptable to CACWA and an
acceptable date cannot be negotiated, CACWA may terminate the Contract by giving
written notice to Subcontractor. The parties agree that the Contract will be terminated
retroactive to the date of the notice of suspension. CACWA shall be liable only for
payment in accordance with the terms of this Contract for services rendered prior to
the retroactive date of termination.
c. CACWA may immediately terminate this Contract by providing written notice to the
Subcontractor. The termination shall be effective on the date specified in the termination
notice. CACWA shall, be liable only for payment in accordance with the terms of this
Contract for services rendered prior to the effective date of termination. No penalty shall
accrue to CACWA in the event the termination option in this section is exercised.
17. Waiver. Waiver of any breach or default on any occasion shall not be deemed to be a
waiver of any subsequent breach or default. Any waiver shall not be construed to be a
modification of the terms and conditions of this Contract. Only the CACWA Executive
Director or designee has the authority to waive any term or condition of this Contract on
behalf of CACWA.
18. Advance Payment. CACWA shall not make any payments in advance or anticipation of the
delivery of services to be provided pursuant to this Contract.
19. Construction. The language in this Contract shall be interpreted as to its fair meaning and
not strictly for or against any party. Any rule of construction to the effect that ambiguities are
to be resolved against the drafting party shall not apply in interpreting this Contract.
20. Indemnifications and Hold Harmless
a. The Subcontractor shall be responsible for and shall indemnify, defend, and hold
CACWA and DCYF harmless from any and all claims, costs, charges, penalties,
demands, losses, liabilities, damages, judgements or fines, of whatsoever kind of nature,
arising out of or relating to a) the Subcontractor's or any Sub -subcontractor's
performance or failure to perform this Contract, or b) the acts or omissions of the
Subcontractor or any Sub -subcontractor.
b. The Subcontractor's duty to indemnify, defend, and hold CACWA and DCYF harmless
from any and all claims, costs, charges, penalties, demands, losses, liabilities, damages,
2026-27 Page 6
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
judgments, or fines shall include CACWA's and DCYF's personnel -related costs,
reasonable attorney's fees, court costs, and all related expenses.
c. The Subcontractor waives its immunity under Title 51 RCW to the extent it is required to
indemnify, defend, and hold harmless CACWA, its employees and authorized agents
and the State and its agencies, officials, agents, or employees.
d. Nothing in this term shall be construed as a modification or limitation on the
Subcontractor's obligation to procure insurance in accordance with this Contract or the
scope of said insurance.
21. Industrial Insurance Coverage. The Subcontractor shall comply with the provisions of
Title 51 RCW, Industrial Insurance. If the Subcontractor fails to provide industrial insurance
coverage or fails to pay premiums or penalties on behalf of its employees, as may be
required by law, CACWA may collect from the Subcontractor the full amount payable to the
Industrial Insurance accident fund. CACWA may deduct the amount owed by the
Subcontractor to the accident fund from the amount payable to the Subcontractor by
CACWA under this contract and transmit the deducted amount to the Department of Labor
and Industries (L&I) Division of Insurance Services. This provision does not waive any of
L&I's right to collect from the Subcontractor.
22. Notice of Overpayment. If the Subcontractor receives a vendor overpayment notice or a
letter communicating the existence of an overpayment from CACWA, the Subcontractor may
protest the determination of overpayment by requesting a review by the CACWA Executive
Director. The Subcontractor's request for a review must:
a. Be received by the CACWA Executive Director at 1217 Cooper Point Road SW, Suite #6
Olympia, WA 98502, within twenty-eight (28) calendar days of service of the notice;
b. Be sent by certified mail (return receipt) or other manner that proves the CACWA
Executive Director received the request;
c. Include a statement as to why the Subcontractor thinks the notice is incorrect; and
d. Include a copy of the overpayment notice.
Timely and complete requests will be scheduled for a review by the CACWA Executive
Director.
Failure to provide CACWA with a written request for a review within twenty-eight (28) days
of service of a vendor overpayment notice or other overpayment letter will result in an
overpayment debt against the Subcontractor. CACWA may charge the Subcontractor
interest and any costs associated with the collection of this overpayment. CACWA may
collect an overpayment debt through lien, foreclosure, seizure and sale of the
Subcontractor's real or personal property; order to withhold and deliver; or any other
collection action available to CACWA to satisfy the overpayment debt.
2026-27 Page 7
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
23. Subcontracting. Except as otherwise provided in this Contract, the Subcontractor shall not
subcontract any of the contracted services without the prior written approval of CACWA.
Subcontractor is responsible to ensure that all terms, conditions, assurances and
certifications set forth in this Contract are included in any and all subcontracts. Any failure
of Subcontractor or its Sub -subcontractors to perform the obligations of this Contract shall
not discharge the Subcontractor from its obligations hereunder or diminish CACWA's rights
or remedies available under this Contract.
24. Subrecipients.
a. General. If the Subcontractor is a subrecipient of federal awards as defined by 2 CFR
Part 200 and this Agreement, the Subcontractor shall:
1) Maintain records that identify, in its accounts, all federal awards received and
expended. and the federal programs under which they were received, by Catalog of
Federal Domestic Assistance (CFDA) title and number, award number and year,
name of the federal agency, and name of the pass -through entity;
2) Maintain internal controls that provide reasonable assurance that the Subcontractor
is managing federal awards in compliance with laws, regulations, and provisions of
contracts or grant agreements that could have a material effect on each of its federal
programs;
3) Prepare appropriate financial statements, including a schedule of expenditures of
federal awards;
4) Incorporate 2 CFR Part 200, Subpart F audit requirements into all agreements
between the Subcontractor and its "Sub -subcontractors" who are subrecipients;
5) Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of the
Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of the
Americans with Disabilities Act of 1990, Title IX of the Education Amendments of
1972, The Age Discrimination Act of 1975, and The Department of Justice Non -
Discrimination Regulations, 28 C.F.R. Part 42, Subparts C,D,E and G, and 28 C.F.R.
Part 35 and 39. (Go to https://oop.gov/about/offices/ocr.htm or additional information
and access to the aforementioned Federal laws and regulations.)
b. Single Audit Act Compliance. If the Subcontractor is a subrecipient and expends
$1,000,000 or more in federal awards from any and/or all sources in any fiscal year, the
Subcontractor shall procure and pay for a single audit or a program -specific audit for that
fiscal year. Upon completion of each audit, the Subcontractor shall:
1) Submit to CACWA the data collection form and reporting package specified in 2 CFR
Part 200, Subpart F, reports required by the program -specific audit guide (if
applicable), and a copy of any management letters issued by the auditor,
2) Follow-up and develop corrective action for all audit findings, in accordance with 2
CFR Part 200, Subpart F, prepare a "Summary Schedule of Prior Audit Findings"
2026-27 Page 8
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part 1. General Terms and Conditions
reporting the status of all audit findings included in the prior audit's schedule of
findings and questioned costs.
c. Overpayments. If it is determined by CACWA, DCYF or during the course of a required
audit, that the Subcontractor has been paid unallowable costs under this or any Program
Agreement, CACWA and/or DCYF may require the Subcontractor to reimburse CACWA
and or DCYF in accordance with 2 CFR Part 200.
25. Termination for Convenience. CACWA may terminate this Contract in whole or in part
when it is in the best interest of CACWA by giving the Subcontractor at least thirty (30)
calendar days' written notice.
26. Termination for Default. CACWA may immediately terminate this Contract for default, in
whole or in part, by .written notice to the Subcontractor if CACWA has a reasonable basis to
believe that the Subcontractor has:
a. Failed to meet or maintain any requirement for contracting with CACWA;
b. Failed to protect the health or safety of any CAC client;
c. Failed to perform under, or otherwise breached, any term or condition of this Contract;
and/or
d. Violated any applicable law or regulation.
e. If it is later determined that the Subcontractor was not in default, the termination shall be
considered a termination for convenience.
27. Termination or Expiration Procedure. The following terms and conditions apply upon
Contract termination or expiration:
a. The Subcontractor shall cease to perform any services required by this Contract as of
the effective date of termination or expiration.
b. If the Contract is terminated, the Subcontractor shall comply with all instructions
contained in the termination notice.
c. The Subcontractor shall immediately deliver to the CACWA contact named on page one
of this Contract, or to his or her successor, all CACWA property in the Subcontractor's
possession. The Subcontractor grants CACWA the right to enter upon the
Subcontractor's premises for the sole purpose of recovering any CACWA property that
the Subcontractor fails to return within ten (10) calendar days of the effective date of
termination or expiration of this Contract. Upon failure to return CACWA property within
ten (10) calendar days, the Subcontractor shall be charged with all reasonable costs of
recovery, including transportation.
d. CACWA shall be liable only for payment required under the terms of this Contract for
service rendered up to the effective date of termination or expiration.
2026-27 Page 9
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part I. General Terms and Conditions
e. CACWA may withhold a sum from the final payment to the Subcontractor that CACWA
determines necessary to protect CACWA against loss or additional liability.
f. The rights and remedies provided to CACWA in this Section are in addition to any other
rights and remedies provided at law, in equity, and/or under this Contract, including
consequential and incidental damages.
29. Treatment of Property. All property purchased or furnished by CACWA for use by the
Subcontractor during this Contract term shall remain with CACWA. Title to all property
purchased or furnished by the Subcontractor for which the Subcontractor is entitled to
reimbursement by CACWA under this Contract shall pass to and vest in CACWA. The
.Subcontractor shall protect, maintain, and insure all CACWA property in its possession
against loss or damage and shall return CACWA property to CACWA upon Contract
termination or expiration.
29. Taxes.
a. Where required by statute or regulation, Subcontractor shall pay for and maintain in
current status all taxes that are necessary for Contract performance. Subcontractor will
pay sales or use taxes, if any, imposed on the services and materials acquired
hereunder. Subcontractor must pay all other taxes including without limitation
Washington Business and Occupation Tax, other taxes based on Subcontractor's
income or gross receipts, or personal property taxes levied or assessed on
Subcontractor's personal property.
b. Subcontractor shall complete registration with the Washington State Department of
Revenue and be responsible for payment of all taxes due on payments made under this
Contract in accordance with the requirements of Title 82 RCW and Title 458 WAC.
c. All payments accrued on account of payroll taxes, unemployment contributions, any
other taxes, insurance, or other expenses for Subcontractor's staff shall be the
Subcontractor's sole responsibility.
2026-27 Page 10
Part 11. Special Terms and Conditions
1. Definitions Specific to Special Terms. The words and phrases listed below, as used in
this section of the Contract, shall each have the following definitions:
a. "Agency" means a public or private agency or other organization providing services to
CAC clients.
b. "Child Abuse or Neglect" means the injury, sexual abuse, sexual exploitation, negligent
treatment, or maltreatment of a child under circumstances, which indicate that the child's
health, welfare, or safety is harmed. An abused child is a child who has been -subjected
to child abuse or neglect.
c. "Client" means any child or adult who is served by the CAC.
d. "Compliance Agreement" means a written plan approved by CACWA which identifies
deficiencies in Subcontractor's performance, describes the steps Subcontractor must
take to correct the deficiencies, and sets forth timeframes within which such steps must
be taken to return Subcontractor to compliance with the terms of the Contract.
e. "Consultant" means a person who is qualified by credential, background, or experience
to assist in assessing, evaluating, counseling, or treating the client, and who provides
technical, clinical, practical or other relevant assistance to the Subcontractor in the
assessment, evaluation, counseling, or treatment of a client.
f. "Department of Children, Youth & Families" or "DCYF" means the Washington agency,
its employees and authorized agents who are devoted exclusively to serve and support
Washington state 's youth and their families.
g. "Family" means the birth parent(s), relative caregiver (kinship care), foster parent(s), and/
or adoptive parent(s) who act(s) as caregiver(s) for a child.
h. "Security Incident Response" means the steps taken to respond to a breach of
confidential data.
2. Purpose. The purpose of this Contract is to provide funds for Children's Advocacy Centers,
as authorized by the Washington State Legislature for State Fiscal Year ending June 30,
2027. CACWA will be the designated Fiscal Agent.
3. Contract Term. The period of performance for this Contract is July 1, 2026-June 30, 2027.
4. Data Security Requirements — Exhibit A. The Subcontractor shall protect, segregate, and
dispose of data as described in Exhibit A.
5. Statement of Work — Exhibit B.
The Subcontractor shall ensure that the funds provided under this Contract are used by
Grant County, Kids Hope in accordance with the Washington State Legislature's
authorization of the funds and in alignment with federal guidelines outlined in the Child
Abuse Prevention and Treatment Act (CAPTA) for inter -agency and cross -discipline
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
partnerships working together to support families and ensure the safety of children, and as
described in the Statement of Work attached as Exhibit B.
The Subcontractor shall for all practical purposes be considered as a surety for the
Children's Advocacy Centers of Washington with respect to performance of the services and
activities described in this Contract and the attached Statement of Work, and as the state
funds provided under this Contract.
6. Budget — Exhibit C. Subcontractor's Budget for providing services under this Contract is
attached as Exhibit C. Funds may be transferred between budget line items of the
Subcontractor's Budget subject to the following conditions:
a. Transfer of funds between approved budgeted line items up to 10% of the total approved
Budget must be requested in writing by the Subcontractor and may be made without
amending this Contract.
b. Budget adjustments that exceed 10% of the total approved Budget must be requested in
writing to the CACWA Executive Director, prior to being submitted for reimbursement,
and are subject to justification and negotiation. Approved budget revisions shall be
incorporated by reference into Exhibit C.
7. Secure Management of Confidential Information. The Subcontractor shall ensure that all
Personal Information (also referred to as Confidential Information) as defined in the General
Terms and Conditions Section 1, acquired under this Contract is used only for the provision
of services under this Contract and is handled with the utmost confidentiality as described in
the General Terms and Conditions, Section 6, Confidentiality. In addition:
a. The Subcontractor has permission to use mobile devices under this Contract and shall
ensure that mobile devices and data are accessed and protected as described in
Exhibit A- Data Security Requirements.
b. Failure to comply with applicable requirements may result in termination of this Contract.
c. The Subcontractor shall provide a Security Incident Response report to CACWA in
accordance with the Provider Instructions for Breach Situations found within the DCYF
CA Security for Providers document, which can be accessed at
htt s://www.dc f.wa. ov/sites/default/files/ df/Securit -in-Contracts. df
8. Consideration.
a. Maximum Contract Amount. The maximum amount of consideration payable to the
Subcontractor for satisfactory performance of the work under this Contract for the period
of this Contract is the amount stated on page 1 of this Contract as the "Amount of
Contract" including any and all expenses, and shall be based on Exhibit C: Budget.
1) The maximum amount payable by State Funds for services provided under this
contract from July 1, 2026, through June 30, 2027 is $ 60,300.00
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
b. Travel Expenses. Travel expenses incurred or paid by the Subcontractor for in and out
of state travel may be incurred under this contract for purposes that include, but are not
limited to, attendance at state or national conferences, participation in relevant meetings,
work groups, or events, and other activities deemed necessary for the effective provision
of CAC services. Any out-of-state travel must be approved in advance by CACWA for
travel expenses to be reimbursable under this Contract. Travel expenses are included in
the maximum contract amount for this Contract. Reimbursable travel expenses under
this Contract include mileage, lodging, airfare and per diem rates and should be based
on the following:
1) For in -state travel, current rates can be accessed at:
http://www.ofm.wa.gov/policy/l 0.90.htm.
2) For out-of-state travel, current rates can be accessed at: http://www.gsa.qov/travel.
3) Additional travel regulations can be found in Exhibit D: Allowable and Unallowable
Costs that is attached to this Contract.
i. It is the Subcontractor's responsibility to make sure anyone using funds for travel
in this Contract are aware of and follow the regulations and restrictions related to
travel in order for the Subcontractor to get reimbursed.
9. Billing and Payment.
Funds will be disbursed, on a reimbursement basis only, to the Subcontractor by CACWA,
and only after CACWA receives reimbursement from DCYF, for costs incurred for work
performed during the reporting period and within the budget approved in Exhibit C.
Allowable and non -allowable costs are described in Exhibit D.
In order to obtain reimbursement, the Subcontractor shall submit monthly invoices for
services and activities performed by Grant County, Kids Hope under this Contract on
Invoice ClaimNoucher forms prepared in the manner prescribed by CACWA.
By submitting invoices for services and activities performed or provided, and for expenses
incurred, the Subcontractor warrants that such services, activities and expenses have in fact
been so performed, provided or incurred.
a. The invoice shall state the amounts of those costs and expenses incurred by Grant
County, Kids Hope in the preceding calendar month, based on the items listed in the
Budget Exhibit attached as Exhibit C. Costs and expenses listed in the invoice must
match the corresponding items listed in the Budget Exhibit for costs and expenses
incurred by the Subcontractor.
b. The Invoice ClaimNoucher form shall be submitted along with the proper documentation
into Coalition Manager, which in turns notifies the Contracts & Finance Manager that an
Invoice ClaimNoucher and documentation have been submitted and are ready to be
reviewed.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
c. The Subcontractor shall contact the Contracts &Finance Manager concerning billing
questions via phone: (360) 753-1698 or email: noel@cacwa.org.
d. The Subcontractor shall bill for each month of service on a separate Invoice
Claim/Voucher form. The Invoice Claim/Voucher shall state the month services were
provided.
e. Claims for payment must be received by CACWA no later than fifteen (15) days from the
end of the month in which services were rendered. A 5-day grace period may be
granted by the Contracts &Finance Manager, but only on a case -by -case basis.
f. CACWA will not be obligated to pay for services submitted more than three (3) months
after the calendar month in which the services were performed.
g. CACWA may stop payment to the Subcontractor if reports required under this Contract
are delinquent, i.e., not submitted within nineteen (19) working days of the due date, or
incomplete.
h. CACWA may, at its sole discretion, withhold payment claimed by the Subcontractor for
services rendered if Subcontractor fails to satisfactorily comply with any term or
condition of the Contract.
i. Invoices that are not prepared correctly or do not represent current budget numbers will
be returned to the Subcontractor and may result in late payment or denial of payment.
10. Payment only for Contracted Services
CACWA shall pay the Subcontractor only for authorized services provided in accordance
with this Contract. If this Contract is terminated for any reason, CACWA shall pay only for
services authorized and provided through the date of termination.
11. Funding Stipulations
a. Information for Federal Funding. The Subcontractor shall cooperate in supplying any
information to CACWA that may be needed to determine eligibility for federal funding.
b. Duplicate Billing. The Subcontractor must not bill other funding sources for services
rendered under this Contract, which would result in duplicate billing to different funding
sources for the same service. Furthermore, the Subcontractor shall ensure that no Sub -
subcontractor bills any other funding sources for services rendered under this Contract,
which would result in duplicate billing to different funding sources for the same service.
c. No Federal Match. The Subcontractor shall not use funds payable for under this
Contract as match toward federal funds.
d. Supplanting. The Subcontractor shall use these funds to supplement, not supplant the
amount of federal, state and local funds otherwise expended for services provided under
this Contract.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part 11. Special Terms and Conditions
12. Recovery of Fees for Noncompliance
In the event the Subcontractor bills for services provided and is paid fees for services that
CACWA later finds were either (a) not delivered or (b) not delivered in accordance with
applicable standards or the requirements of this Contract, CACWA shall have the right to
recover the fees for those services from the Subcontractor, and the Subcontractor shall fully
cooperate during the recovery process.
13. Prohibition of Use of Funds for Lobbying Activities
The Subcontractor shall not use funds payable under the Contract for lobbying activities of
any nature. The Subcontractor certifies that no state or federal funds payable under this
Contract shall be paid to any person or organization to influence, or attempt to influence,
either directly or indirectly, an officer or employee of any state or federal agency, or an
officer or ' member of any state or federal legislative body or committee, regarding the award,
amendment, modification, extension, or renewal of a state or federal contract or grant.
Any act by the Subcontractor in violation of this prohibition shall be grounds for termination
of this Contract, at the sole discretion of CACWA, and shall subject Subcontractor to such
monetary and other penalties as may be provided by law.
14. Business/Financial Assessment
The Subcontractor authorizes CACWA to obtain a financial assessment and/or credit report
of the Subcontractor's corporation and/or business, and of the principal owner(s) of the
corporation and/or business, at any time prior to or during the term of this Contract. A
"principal owner" includes person(s) or organization(s) with a 25% or more ownership
interest in the business.
CACWA may deny, suspend, terminate, or refuse to renew or extend a contract if, in the
judgment of CACWA, the Subcontractor, or any partner or managerial employee of the
Subcontractor, or an owner of 50% or more of the Subcontractor entity, or a principal owner
who exercises control over the Subcontractor's daily operations:
a. Has a credit history which could adversely affect the Subcontractor's ability to perform
the contract;
b. Has failed to meet a financial obligation as the obligation fell due in the normal course of
business; or
c. Has filed for bankruptcy, reorganization, or receivership within five years of the start date
of the contract.
15. Insurance
The Subcontractor shall at all times comply with the following insurance requirements.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part Il. Special Terms and Conditions
a. General Liability Insurance
The Subcontractor shall maintain Commercial General Liability Insurance, or Business
Liability Insurance, including coverage for bodily injury, property damage, and
contractual liability, with the following minimum limits: Each Occurrence - $17000,000;
General Aggregate - $2,000,000. The policy shall include liability arising out of the
parties' performance under this Contract, including but not limited to premises,
operations, independent contractors, products -completed operations, personal injury,
advertising injury, and liability assumed under an insured contract. The State of
Washington, Department of Children, Youth and Families (DCYF), its elected and
appointed officials, agents, and employees of the state, shall be named as additional
insureds along with CACWA.
b. Business Automobile Liability Insurance
The Subcontractor shall maintain a Business Automobile Policy on all vehicles used to
transport clients, including vehicles hired by the Subcontractor or owned by the
Subcontractor's employees, volunteers or others, with the following minimum limits:
$1,000,000 per accident combined single limit. The Subcontractor's carrier shall provide
CACWA with a waiver of subrogation or name CACWA as an additional insured.
c. Professional Liability Insurance (PL)
The Subcontractor shall maintain Professional Liability -insurance or Errors & Omissions
insurance including coverage for losses caused by errors and omissions, with the
following limits: Each Occurrence - $1,000,000; Aggregate: $2,000,000.
d. Worker's Compensation
The Subcontractor shall comply with all applicable Worker's Compensation, occupational
disease, and occupational health and safety laws and regulations. CACWA shall not be
held responsible for claims filed for Worker's Compensation under RCW 51 by the
Subcontractor or its employees under such laws and regulations.
e. Employees and Volunteers
Insurance required of the Subcontractor under the Contract shall include coverage for
the acts and omissions of the Subcontractor's employees and volunteers. In addition,
the Subcontractor shall ensure that all employees and volunteers who use vehicles to
transport clients or deliver services have personal automobile insurance and current
driver's licenses.
f. Sub -subcontractors
The Subcontractor shall ensure that all Sub -subcontractors have and maintain insurance
with the same types and limits of coverage as required of the Subcontractor under the
Contract.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
g. Separation of Insureds
All insurance. policies shall include coverage for cross liability and contain a "Separation
of Insureds" provision.
h. Insurers
The Subcontractor shall obtain insurance from insurance companies identified as an
admitted insurer/carrier in the State of Washington, with a Best's Reports' rating of B++,
Class VI I, or better. Surplus Lines insurance companies will have a rating of A-, Class
VI I, or better.
i. Evidence of Coverage
The Subcontractor shall submit a current copy of the Certificate of Insurance for each
coverage required of the Subcontractor under this Contract. The Certificate of Insurance
shall identify
Children's Advocacy Centers of Washington
1217 Cooper Point Road SW, Suite #6
Olympia, WA 98502
State of Washington
Washington State Department of Children, Youth & Families
PO Box 45710
Olympia, WA 98504-5710
as Certificate Holders. A duly authorized representative of each insurer, showing
compliance with the insurance requirements specified in this Contract, shall execute
each Certificate of Insurance. The Subcontractor is not required to submit to CACWA
copies of Certificates of Insurance for personal automobile insurance required of the
Subcontractor's employees and volunteers under the Contract.
The Subcontractor shall maintain copies of Certificates of Insurance, policies, and
additional insured endorsements for each Sub -subcontractor as evidence that each Sub -
subcontractor maintains insurance as required by the Contract.
j. Material Changes
The insurer shall give CACWA, 45 days advance written notice of cancellation or non -
renewal. If cancellation is due to non-payment of premium, the insurer shall give
CACWA 10 days advance written notice of cancellation.
k. General
By requiring insurance, the State Washington, DCYF and CACWA do not represent that
the coverage and limits specified will be adequate to protect the Subcontractor. Such
coverage and limits shall not be construed to relieve the Subcontractor from liability in
2026-27 Page 17
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
excess of the required coverage and limits and shall not limit the Subcontractor's liability
under the indemnities and reimbursements granted to the State, DCYF or CACWA in
this Contract. All insurance provided in compliance with this Contract shall be primary
as to any other insurance or self-insurance programs afforded to or maintained by
CACWA.
I. Waiver
The Subcontractor waives all rights, claims and causes of action against the State of
Washington, DCYF and CACWA for the recovery of damages to the extent said
damages are covered by insurance maintained by Subcontractor.
16. Investigations. of Subcontractor or Related Personnel
a. CACWA may, without prior notice, suspend the Subcontractor's performance of the
Contract if the Subcontractor, or any partner, officer or director of the Subcontractor, or
any employee or volunteer of the Subcontractor or a Sub -subcontractor, is investigated
by DCYF or a local, county, state or federal agency regarding any matter that, if
ultimately established, could either:
1) Result in a conviction for violating a local, state or federal law, or
2) In the sole judgment of CACWA, adversely affect the delivery of services under this
Contract or the health, safety or welfare of DCYF clients.
b. CACWA may also take other lesser action, including, but not limited to, disallowing the
subject of the investigation, whether an employee, volunteer, or other person associated
with the Subcontractor or a Sub -subcontractor, from providing services, or from having
contact with DCYF clients, until the investigation is concluded and a final determination
made by the investigating agency.
17. Removal of Individuals from Performing Services
a. In the event that any of Subcontractor's employees, Sub -subcontractors, or volunteers
who provide services under this Contract do not meet qualifications required by this
Contract or do not perform the services as required in this Contract, CACWA may
require that Subcontractor assure CACWA that such individual will not provide services
to DCYF clients under this Contract.
b. CACWA shall notify the Subcontractor of this decision verbally and in writing and the
Subcontractor shall, within twenty-four (24) hours, disallow that person from providing
direct services to DCYF clients. Failure to do so may result in a Compliance Agreement
and possible suspension or termination of this Contract.
18. Compliance Agreement
In the event that CACWA identifies deficiencies in Subcontractor's performance under this
Contract, CACWA may, at its option, establish a Compliance Agreement. When presented
2026-27 Page 18
CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
with a Compliance Agreement, Subcontractor agrees to undertake the actions specified in
the plan within the Agreement timeframes given to correct the deficiencies. Subcontractor's
failure to do so shall be grounds for termination of this Contract.
19. Evaluation of Subcontractor
CACWA may evaluate the Subcontractor's performance during the term , of the Contract.
Areas of review may include, but are not limited to, the following:
a. Effectiveness of services;
b. Timeliness of services provided;
c. Effective collaborative efforts with CACWA;
d. Quality and clarity of reports;
e. Adherence to contract terms; and
f. Compliance with federal and state statutes.
20. Administrative Records
The Subcontractor shall retain all fiscal records that substantiate all costs charged to
CACWA under this Contract.
21. Auditing and Monitoring
a. If the Subcontractor is required to have an audit or if an audit is performed, the
Subcontractor shall forward a copy of the audit report to CACWA.
b. If federal or state audit exceptions are made relating to this Contract, the Subcontractor
must reimburse the amount of the audit exception, and any other costs including, but not
limited to, audit fees, court costs, and penalty assessments.
c. The Subcontractor shall be financially responsible for any overpayments by CACWA to
the Subcontractor. The Subcontractor shall be financially responsible for any audit
disallowances resulting from a federal or state audit which resulted from an action,
omission or failure to act on the part of the Subcontractor.
d. CACWA may schedule monitoring visits or a desk review with the Subcontractor to
evaluate performance of the program. The Subcontractor shall provide at no further cost
to CACWA reasonable access to all program -related records and materials, including
financial records in support of billings, and records of staff and/or subcontractor time.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
22. Resolution of Differences
In the event of any differences between the parties on matters related to the interpretation
and implementation of this Contract, the parties shall first attempt to resolve the difference
informally between themselves.
If the parties are unable to resolve their difference as stated above, then either party may
submit a request for dispute resolution as provided in the section, "Disputes" below.
23. Disputes
a. Either party who has a dispute concerning this Contract may submit a written request for
dispute resolution. The amount of any rate set by law, regulation, CACWA, or DCYF
policy is not disputable. A party's written request for dispute resolution must include:
1) A statement identifying the issue(s) in dispute; and
2) Subcontractor's name, address and contract number.
b. The request must be mailed to the CACWA Executive Director within thirty (30) calendar
days after the party could reasonably be expected to have knowledge of the issue, which
is disputed.
c. The parties shall select a dispute resolution team to resolve the dispute. The Team shall
consist of a representative appointed by CACWA, a representative appointed by the
Subcontractor and a third party mutually agreed to by both parties. The team shall
attempt, by majority vote, to resolve the dispute. The parties agree that this dispute
resolution process shall precede any action in a judicial tribunal.
d. Requests for dispute resolution should be sent to:
Children's Advocacy Centers of Washington
Attn: Executive Director
1217 Cooper Point Road SW, Suite #6
Olympia, WA 98502
e. This dispute resolution process is the sole administrative remedy available under this
Contract.
24. Background Checks
a. This requirement applies to any employees, volunteers and subcontractors who may
have unsupervised access to children served under this Contract.
b. This requirement does not apply to currently licensed foster parents who are affiliated
with the Subcontractor. Licensed foster parents are subject to the criminal history
background provisions associated with obtaining and maintaining a current foster
license.
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CACWA Capacity Building Grant
Contract Between CACWA and Grant County, Kids Hope
Part II. Special Terms and Conditions
c. The Subcontractor shall ensure a criminal history background check pursuant to RCW
43.43.8327 43.43.834 and 43.20A.710, and WAC 110-04, or successor statutes has
been completed through DCYF for all current employees, volunteers, and
subcontractors, and that a criminal history background check shall be initiated for all
prospective employees, volunteers and subcontractors who may have unsupervised
access to children served under this contract.
d. The Subcontractor shall assist in obtaining additional state or national criminal history
and/or child abuse/neglect history, if requested by DCYF or CACWA.
e. The Subcontractor shall ensure that no employee, volunteer or subcontractor, including
those provisionally hired pursuant to RCW 43.43.832(7), or successor statute, has
unsupervised access to children served under this contract, until a full and satisfactory
background check is completed and documentation, qualifying the individual for
unsupervised access, is returned to the Subcontractor.
2026-27 Page 21
EXHIBIT A
DATA SECURITY REQUIREMENTS
ORGANIZATION OF DATA SECURITY REQUIREMENTS
1. Definitions
2. Authority
3. Scope of Protection
4. Data Classification
5. Compliance with Laws, Rules, Regulations, and Policy
6. Administrative Controls
7. Authorization, Authentication, and Access
8. Protection of Data
9. Method of Transfer
10. System Protection
11. Data Segregation
12. Confidentiality Protection
13. Data Disposition
14. Data shared with Subcontractors
15. Notification of Compromise or Potential Compromise
16. Breach of Data
1. Definitions. The words and phrases listed below, as used in this Exhibit, shall each have the following
definitions:
a. "AES" means the Advanced Encryption Standard, a specification of Federal Information Processing
Standards Publications for the encryption of electronic data issued by the National Institute of
Standards and Technology (http://nvipubs.nist.gov/nistpubs/FIPS/NIST.FIPS.197.pdf).
b. "Authorized Users(s) 77 means an individual or individuals with a business need to access DCYF
Confidential Information, and who has been authorized to do so.
c. "Cloud storage" means data storage on servers hosted by an entity other than the Contractor and
on a network outside the control of the Contractor. Physical storage of data in the cloud typically
spans multiple servers and often multiple locations. Cloud storage can be divided between
consumer grade storage for personal files and enterprise grade for companies and governmental
entities. Examples of consumer grade storage would, include iTunes, Dropbox, Box.com, and many
other entities. Enterprise cloud vendors include Microsoft Azure, Amazon Web Services, and
Rackspace.
d. "Confidential Information" means information that may be exempt from disclosure to the public or
other unauthorized persons under either chapter 42.56 RCW or other state or federal laws.
Confidential Information includes, but is not limited to, Personal Information, agency source code or
object code, and agency security data. "Confidential Information" also includes, but is not limited to,
Category 3 and Category 4 Data as described in section 4 of this Exhibit (Exhibit A: Data Security
Requirements), Personal Information, Materials, and Data. The definition of "Confidential
Information" shall also include the definition described in section 1 (Definitions) of the General
Terms and Conditions of this Contract.
e. "Data" means DCYF's records, files, forms, information and other documents in electronic or hard
copy medium. "Data" includes, but is not limited to, Confidential Information.
Page 1
f. "Encrypt" means to encode Confidential Information into a format that can only be read by those
possessing a "key"; a password, digital certificate or other mechanism available only to authorized
users. Encryption must use a key length of at least 256 bits for symmetric keys, or 2048 bits for
asymmetric keys. When a symmetric key is used, the Advanced Encryption Standard (AES) must
be used if available.
g. "FedRAMP" means the Federal Risk and Authorization Management Program (see
https://www.fedramp.gov/), which is an assessment and authorization process that federal
government agencies have been directed to use to ensure security is in place when accessing
Cloud computing products and services.
h. "Hardened Password" means a string of at least eight characters containing at least three of the
following four character classes: Uppercase alphabetic, lowercase alphabetic, numeral, and special
characters such as an asterisk, ampersand, or exclamation point.
i. "Mobile Device" means a computing device, typically smaller than a notebook, which runs a mobile
operating system, such as iOS, Android, or Windows Phone. Mobile Devices include smart phones,
most tablets, and other form factors.
"Multi -factor Authentication" means controlling access to computers and other IT resources by
requiring two or more pieces of evidence that the user is who they claim to be. These pieces of
evidence consist of something the user knows, such as a password or PIN; something the user has
such as a key card, smart card, or physical token; and something the user is, a biometric identifier
such as a fingerprint, facial scan, or retinal scan. "PIN" means a personal identification number, a
series of numbers which act as a password for a device. Since PI Ns are typically only four to six
characters, PI Ns are usually used in conjunction with another factor of authentication, such as a
fingerprint.
k. "Personal Information" shall have the same meaning as described in RCW 42.56.590(10) and
includes, but is not limited to, information protected under chapter 13.50 RCW, Health Care
Information as that phrase is defined in RCW 70.02.010, personally identifiable information, and
other information that relates to a person's name and the use or receipt of governmental services or
other activities.
"Portable Device" means any computing device with a small form factor, designed to be transported
from place to place. Portable devices are primarily battery powered devices with base computing
resources in the form of a processor, memory, storage, and network access. Examples include, but
are not limited to, mobile phones, tablets, and laptops. Mobile Device is a subset of Portable
Device.
m. "Portable Media" means any machine-readable media that may routinely be stored or moved
independently of computing devices. Examples include magnetic tapes, optical discs (CDs or
DVDs), flash memory (thumb drive) devices, external hard drives, and internal hard drives that have
been removed from a computing device.
n. "Physically Secure" or "Physical Security" means that access is restricted through physical means
to authorized individuals only.
o. "Secure Area" means an area to which only authorized representatives of the entity possessing the
Confidential Information have access, and access is controlled through use of a key, card key,
combination lock, or comparable mechanism. Secure Areas may include buildings, rooms or
locked storage containers (such as a filing cabinet or desk drawer) within a room, as long as access
Page 2
to the Confidential Information is not available to unauthorized personnel. In otherwise Secure
Areas, such as an office with restricted access, the Data must be secured in such a way as to
prevent access by non -authorized staff such as janitorial or facility security staff, when authorized
Contractor staff are not present to ensure that non -authorized staff cannot access it.
p. "Staff' means the Contractor's directors, officers, employees, and agents who provide goods or
services pursuant to this Contract. "Staff' also means Subcontractors' directors, officers,
employees, and agents who provide goods or services on behalf of the Contractor. The term "Staff'
also means the Subcontractors' directors, officers, employees, and agents who provide goods or
services on behalf of the Subcontractor and Contractor.
q. "Trusted Network" means a network operated and maintained by the Contractor, which includes
security controls sufficient to protect DCYF Data on that network. Controls would include a firewall
between any other networks, access control lists on networking devices such as routers and
switches, and other such mechanisms which protect the confidentiality, integrity, and availability of
the Data.
r. "Unique User ID" means a string of characters that identifies a specific user and which, in
conjunction with a password, passphrase or other mechanism, authenticates a user to an
information system.
2. Authority.
The security requirements described in this contract reflect the applicable requirements of Standard
141.10 (https://ocio.wa.gov/policies) of the Office of the Chief Information Officer for the state of
Washington, and of the DCYF Information Security Policy and Standards Manual.
3. Scope of Protection
The requirements described in this Contract apply to Confidential Information and Data related to the
subject matter of this Contract that is delivered, received, used, shared, acquired, created, developed,
revised, modified, or amended by DCYF, the Contractor, or Subcontractors.
4. Data Classification
a. The Washington State Office of the Chief Information Officer (OCIO) has established policies that
classify data into categories based on the Bata's sensitivity. The categories described in Section 4
of OCIO policy No. 141.10 are adopted and incorporated by reference in this Agreement. Pursuant
to Section 4 of OCIO policy No. 141.10 the categories are as follows:
(1) Category 1 —Public Information
Public information is information that can be or currently is released to the public. It does not
need protection from unauthorized disclosure, but does need integrity and availability protection
controls.
(2) Category 2 —Sensitive Information
Sensitive information may not be specifically protected from disclosure by law and is for official
use only. Sensitive information is generally not released to the public unless specifically
requested.
Page 3
(3) Category 3 —Confidential Information
Confidential information is information that is specifically protected from either release or
disclosure by law. This includes, but is not limited to:
(a) Personal information as defined in RCW 42.56.590 and RCW 19.255.10;
(b) Information about public employees as defined in RCW 42.56.250;
(c) Lists of individuals for commercial purposes as defined in RCW 42.56.070(9); and
(d) Information about the infrastructure and security of computer and telecommunication
networks as defined in RCW 42.56.420.
(4) Category 4 —Confidential Information Requiring Special Handling
Confidential information requiring special handling is information that is specifically protected
from disclosure by law and for which:
(a) Especially strict handling requirements are dictated, such as by statutes, regulations, or
agreements; and
(b) Serious consequences could arise from unauthorized disclosure, such as threats to health
and safety, or legal sanctions.
5. Compliance with Laws, Rules, Regulations, and Policies
a. Confidential Information and Data that is delivered, received, used, shared, acquired, created,
developed, revised, modified, or amended in connection with this Contract the parties shall comply
with the following:
(1) All federal and state laws and regulations, as currently enacted or revised, regarding the
protection, security, and electronic interchange of Confidential Information and Data; and
(2) All federal and state laws and regulations, as currently enacted or revised, regarding the use,
disclosure, modification or loss of Confidential Information and Data.
6. Administrative Controls.
a. The Contractor must have the following controls in place:
(1) A documented security policy governing the secure use of its computer network, mobile
devices, portable devices, as well as, any form of paper/hard copy documents.
(2) Security awareness training for all staff, presented and documented annually, as follows:
(a) Contractor staff responsibilities under the Contractor's security policy;
(b) Contactor staff responsibilities as outlined under contract Exhibit A; and
(c) Must successfully complete the DCYF Information Security Awareness Training, which can
be taken on this web page: https://www.dcvf.wa.gov/sites/default/files/pdf/Security-in-
Page 4
Contract
(3) Contractor may replace the DCYF Information Security Awareness training listed above with
their own equivalent Information Awareness Training.
7. Authorization, Authentication, and Access.
a. In order to ensure that access to the Data is limited to authorized staff, the Contractor must comply
with the following:
(1) Have documented policies and procedures that:
(a) Govern access to systems; and
(b) Govern access to paper/hard copy documents and files.
(2) Only allow access to Confidential Information through administrative, physical, and technical
controls.
(3) Ensure that user accounts are unique and that any given user account logon ID and password
combination is known only, to the one staff member to whom that account is assigned. For
purposes of non -repudiation, it must always be possible to determine which staff member
performed a given action on a system housing the Data based solely on the logon ID used to
perform the action.
(4) Ensure that only authorized users are capable of accessing the Data;
(5) Ensure that an employee's access to Data is removed:
(a) Within twenty-four (24) hours of an alleged compromise of the user credentials;
(b) Within 24 hours from when their employment, or the contract under which the Data is made
available to them, is terminated;
(c) Within 24 hours from when the employee or contractor no longer need access to the Data to
fulfill the requirements of the Contract; and
(d) Within 24 hours from when the staff member has been suspended from performing services
under this Contract.
(6) Have a process in place the requires quarterly reviews verifications that ensure only authorized
users have access to systems containing Confidential Information.
(7) The Contractor must require the following password and logon requirements for Authorized
Users to access Data within the Trusted Network:
(a)To access Data the Authorized User must be required to enter a Hardened Password;
(b)The hardened password must not contain a user's name, logon ID, or any form of an
individual's full name;
Page 5
(c)The hardened password must not consist of a single dictionary word. A password may be
formed as a passphrase which consists of multiple dictionary words; and
(d)Hardened passwords are significantly different from the previous four (4) passwords.
Hardened passwords that increment by simply adding a number are not considered
significantly different.
(8) When accessing Confidential Information and Data from an external location (the Data will
traverse the Internet or otherwise travel outside the Trusted network), mitigate risk and enforce
hardened password and logon requirements for users by employing measures that include:
(a) Ensuring mitigations applied to the system don't allow end -user modification;
(b) Not allowing the use of dial -up connections;
(c) Using industry standard protocols and solutions for remote access. Examples include
secure VPN and Citrix;
(d) Encrypting all remote access traffic from the external workstation to Trusted Network or to a
component within the Trusted Network. The traffic must be encrypted at all times while
traversing any network, including the Internet, which is not a Trusted Network;
(e) Ensuring that the remote access system prompts for re -authentication or performs
automated session termination after no more than thirty (30) minutes of inactivity; and
(f) Ensuring the use of Multi -Factor Authentication (IVIFA) to connect from the external end
point to the internal end point.
(9) Hardened passwords or PIN codes may meet a lesser standard if used in conjunction with
another authentication mechanism, such as a biometric (fingerprint, face recognition, iris scan)
or token (software, hardware, smart card, etc.). If a lesser standard is authorized under this
subsection, the PIN or password must:
(a) Be at least five (5) letters or numbers when used in conjunction with at least one other
authentication factor;
(b) Not be comprised of all the same letter or number (11111 1 22222, aaaaa, would not be
acceptable); and
(c) Not contain a "run" of three or more consecutive numbers (12398, 98743 would not be
acceptable).
(10) If the Contract specifically allows for the storage of Confidential Information on a Portable
Device, passwords used on the device must:
(a) Be a minimum of six (6) alphanumeric characters;
(b) Contain at least three unique character classes (upper case, lower case, letter, number);
(c) Not contain more than a three consecutive character run. Passcodes consisting of (12345,
or abcd12 would not be acceptable); and
Page 6
(d) Render the device unusable after a maximum of five (5) failed logon attempts.
8. Protection of Data.
a. The Contractor agrees to store Data on one or more of the following medias and protect the Data as
described:
(1) Hard disk drives
Data stored on local workstation hard disks, access to the Data will be restricted to Authorized
User(s) by requiring logon to the local workstation using a Unique User ID and Hardened
Password or other authentication mechanisms which provide equal or greater security, such as
biometrics or smart cards.
(2) Network server disks
(a) Data stored on hard disks mounted on network servers and made available through shared
folders, access to the Data will be restricted to Authorized Users through the use of access
control lists which will grant access only after the Authorized User has authenticated to the
network using a Unique User ID and Hardened Password or other authentication
mechanisms which provide equal or greater security, such as biometrics or smart cards.
(b) Data on disks mounted to such servers must be located in an area which is accessible only
to authorized personnel, with access controlled through use of a key, card key, combination
lock, or comparable mechanism.
(3) Optical discs (CDs or DVDs) in local workstation optical disc drives
(a) Data provided by DCYF on optical discs which will be used in local workstation optical disc
drives and which will not be transported out of a Secure Area, when not in use for the
contracted purpose, such discs must be Stored in a Secure Area.
(b) Workstations that are capable of accessing Data from optical discs must be located in an
area which is accessible only to authorized personnel, with access controlled through use
of a key, card key, combination lock, or comparable mechanism.
(4) Optical discs (CDs or DVDs) in drives or jukeboxes attached to servers
(a) Data provided by DCYF on optical discs that will be attached to network servers will not
be transported out of a Secure Area.
(b) Access to Data on these discs will be restricted to Authorized Users through the use of
access control lists which will grant access only after the Authorized User has
authenticated to the network using a Unique User ID and Hardened Password or other
authentication mechanisms which provide equal or greater security, such as biometrics or
smart cards.
(c) Data on discs attached to such servers must be located in an area which is accessible
only to authorized personnel, with access controlled through use of a key, card key,
combination lock, or comparable mechanism.
(5) Paper documents
Page 7
(a) All paper documents must be protected by storing the records in a Secure Area, with
access controlled through the use of a key, card key, combination lock, or comparable
mechanism, and which is only accessible to authorized personnel.
(b) When being transported outside of a Secure Area, paper documents must be under the
physical control of Contractor staff with authorization to access the Data.
(c) Paper documents will not be secured or stored in a motor vehicle any time a staff
member is away from the motor vehicle. NOTE: The use of a lock box, other lockable
storage container or anon -lockable storage container stored in a vehicle does not
override this requirement.
(d) Paper documents will be retained in a Secure Area, per the State of Washington records
retention requirements.
(6) Data storage on portable devices or media
(a) Except where otherwise described herein, Data shall not be stored by the Contractor on
portable devices or media unless specifically authorized within the terms and conditions
of the Contract. If so authorized, the Data shall be given the following protections:
i. The Data must be Encrypted;
ii. Portable devices must be equipped with a Unique User ID and Hardened Password
or stronger authentication method such as token or biometrics;
iii. Portable devices must be manually locked whenever they are left unattended. The
devices must be set to automatically lock after a period of no more than fifteen (15)
minutes of inactivity;
iv. Administrative and physical security controls must be applied to Portable Devices
and Portable Media by:
(A) Keeping them in a Secure Area when not in use;
(B) Using check-in/check-out procedures when they are shared; and
(C) Taking quarterly inventories.
(b) When being transported outside of a Secure Area, Portable Devices and Portable Media
with Data must be under the physical control of Contractor staff with authorization to
access the Data, even if the Data is encrypted.
(c) Portable Devices and Portable Media will not be secured or stored within motor vehicles
at any time the staff member is away from the motor vehicle.
(7) Data stored for backup purposes
(a) DCYF Confidential Information may be stored on Portable Media as part of a
Contractor's existing, documented backup process for business continuity or disaster
recovery purposes.
Page 8
i. Such storage is authorized until such time as that media would be reused during the
course of normal backup operations.
ii. If backup media is retired while DCYF Confidential Information still exists upon it,
refer to Section 13 Data Disposition.
(b) Data may be stored on non -portable media (e.g. Storage Area Network drives, virtual
media, etc.) as part of a Contractor's existing, documented backup process for business
continuity or disaster recovery purposes.
i. If so, such media will be protected as otherwise described in this exhibit.
ii. If this media is retired while DCYF Confidential Information still exists upon it, refer
to Section 13 Data Disposition.
(8) Cloud storage
(a) Data requires protections equal to or greater than those specified elsewhere within this
Exhibit.
(b) Cloud storage of Data is problematic as neither DCYF nor the Contractor has control of
the environment in which the Data is stored. For this reason:
i. Data must not be stored in any consumer grade Cloud solution, unless all of the
following conditions are met:
(A) The Contractor has written procedures in place governing use of the Cloud
storage and by signing this contract, the Contractor attests that all such
procedures will be uniformly followed;
(B) The Data must be Encrypted while within the Contractor network;
(C) The Data must remain Encrypted during transmission to the Cloud;
(D) The Data must remain Encrypted at all times while residing within the
Cloud storage solution;
(E) The Contractor must possess a decryption key for the Data, and the
decryption key will be possessed only by the Contractor and/or DCYF;
(F) The Data must not be downloaded to anon -authorized system. the only
authorized systems are located on the DCYF network or Trusted networks;
(G) The Data must not be decrypted until downloaded onto a computer or
portable devise within the control of an Authorized User and within either
the DCYF network or Trusted network; and
(H) Access to the cloud storage requires Multi Factor Authentication.
ii. Data must not be stored on an Enterprise Cloud storage solution unless either:
Page 9
(A) The Cloud storage provider is treated as any other Sub -Contractor, and
agrees in writing to all of the requirements within this exhibit; or
(B) The Cloud storage solution used is FedRAIVIP certified; or
(C) Contractor can attest that:
1. They have reviewed the data security policy of the cloud service
provider; and
2. The cloud service provider meets requirements of Exhibit A in full or
with limited exceptions.
9. Method of Transfer
a. All Data transfers to or from the Contractor shall be made by using an approved solution that meets
agency and state IT security standards.
(1) Approved options include:
(a) SFT service provided Washington Technology Solutions (WaTech); or
(b) The DCYF instance of Box.com.
b. Any information containing sensitive data elements must be encrypted and password protected
using a tool such as WinZip, 7zip, or something similar.
c. An account is required to access either of the above solutions, you will need to make a request by
contacting the contract contact listed on the cover page of this Agreement.
d. Any other solution must be approved by the DCYF Information Security Office. To obtain approval,
contact the contract contact listed on the cover page of this Agreement. Request must include the
name of the solution, as well as, any information to help in the approval process.
e. The Contractor must use a secure solution for electronic mail submissions which contain
Confidential information, and Personal Information, as defined in the General Terms and
Conditions.
f. Information regarding receiving encrypted email from DCYF can be obtained at DCYF's website,
located at: https://www.dcyf.,wa.qov/services/child-welfare-providers/encrvpted-email.
10. System Protection.
a. To prevent compromise of systems that contain DCYF Data or systems that Data passes through,
the Contractor must:
(1) Ensure all security patches or hotfixes applied within three (3) months of being made available;
(2) Have a method of ensuring that the requisite patches and hotfixes have been applied within the
required timeframes;
Page 10
(3) Ensure systems containing Data shall have an Anti-Malware application installed, if available;
and
(4) Ensure that Anti-Malware software is kept up to date. The product, its anti -virus engine, and
any rnalware database the system uses, will be no more than one update behind current.
11. Data Segregation.
a. Data must be segregated or otherwise distinguishable from non-DCYF data. This is to ensure that
when no longer needed by the Contractor, all Data can be identified for return or destruction. It
also aids in determining whether Data has or may have been compromised in the event of a
security breach.
b. The Contractor must use one or more of the following methods to segregate Data:
(1) Data will be kept on media (e.g. hard disk, optical disc, tape, etc.) which will contain no non-
DCYF Data; and/or
(2) Data will be stored in a logical container on electronic media, such as a partition or folder
dedicated to Data; and/or
(3) Data will be stored in a database which will contain no non-DCYF data; and/or
(4) Data will be stored within a database and will be distinguishable from non-DCYF data by the
value of a specific field or fields within database records; and
(5) When stored as physical paper documents, Data will be physically segregated from non-DCYF
data in a drawer, folder, or other container.
c. When it is not feasible or practical to segregate Data from non-DCYF data, then both the Data and
the non-DCYF data with which it is commingled must be protected as described in this exhibit.
12. Confidentiality Protection
a. To safeguard confidentiality, and ensure that access to all Data is limited to authorized staff, the
Contractor must:
(1) Ensure that the Contractor's Staff, Subcontractors, and the Subcontractors' Staff use Data
solely for the purposes of accomplishing the services set forth in this Contract.
(2) Ensure that no Data is released, disclosed, published, modified, transferred, sold, or otherwise
made known to unauthorized persons without the prior written consent of the individual named
or as otherwise authorized by law.
(3) Not use, publish, transfer, sell or otherwise disclose any Confidential Information of a minor
except as provided by law or with the prior written consent of the minor's parent, legal
representative or guardian. If a child is a dependent of Washington State, then prior written
consent must be obtained from DCYF.
(4) Require that the Contractor's Staff and Subcontractors' Staff having access to Data sign a
Statement of Confidentiality and Non -Disclosure Agreement (DCYF Form 03-374B), that can
be found at this webpage: https://www.dcyf.wa.gov/forms. Data shall not be released to the
Page 11
Contractor's Staff person(s) or Subcontractors' Staff person(s) until the following conditions
have been met:
(a) DCYF approves the Contractor's Staff person(s) or Subcontractors' Staff person(s), to
work on this Contract; and
(b) If requested by DCYF, Contractor must provide the original Statement of Confidentiality
and Non -Disclosure Agreement, signed by the Staff person(s) and Subcontractors' Staff
person(s).
13. Data Disposition.
a. The Contractor must ensure that all Data, including paper and electronic records, are retained
pursuant to the Washington State retention standards.
b. When the contracted work has been completed or when the Data is no longer needed, Data shall
be retained pursuant to the retention standards required by chapter 40.14 RCW, or returned to
DCYF.
c. Once the retention standard has passed, Contractors may destroy data as outlined below:
(1) The following acceptable methods of destruction must be used:
Data stored on:
Will be destroyed by:
Server or workstation hard disks, or
Using a "wipe" utility which will overwrite the Data at
least three (3) times using either random or single
Removable media (e.g. floppies, USB flash
character data, or
drives, portable hard disks) excluding optical
discs
Degaussing sufficiently to ensure that the Data
cannot be reconstructed, or
Physically destroying the disk
Paper documents with Category 3
Recycling through a contracted firm, provided the
Confidential Information
contract with the recycler assures that the
confidentiality of Data will be protected.
Paper documents containing Category 4
On -site shredding, pulping, or incineration
Confidential Information requiring special
handling e. rotected health information
Optical discs (e.g. CDs or DVDs)
Incineration, shredding, or completely defacing the
readable surface with a coarse abrasive
Magnetic to e
Degaussing, incinerating or crosscut shredding
14. Data shared with Subcontractors.
Page 12
a. If the Subcontractor cannot protect the Data described in this Contract, then the contract with the
subcontractor must be submitted to the DCYF Contact specified for this contract for review and
approval.
b. The Contractor shall not share any Data with the Subcontractor until the Contractor receives such
approval.
15. Notification of Compromise or Potential Compromise
a. The Contractor shall notify DCYF by way of the Contracts and Procurement Office email at
dcyf.contractdatabreach@dcyf.wa.gov within one (1) business day, after becoming aware of any
potential, suspected, attempted or actual breach that has compromised or the potential to
compromise DCYF shared Data.
b. The Contractor shall take all necessary steps to mitigate the harmful effects of such breach of
security.
c. The Contractor agrees to defend, protect and hold harmless DCYF for any damages related to a
breach of security by their staff.
16. Breach of Data
a. In the event of a breach by the Contractor of this Exhibit and in addition to all other rights and
remedies available to DCYF, DCYF may elect to do any of the following:
(1) Require that the Contractor return all Data to DCYF that was previously provided to the
Contractor by DCYF; and/or
(2) Suspend the Contractor's access to accounts and other information; and/or
(3) Terminate the Contract.
Page 13
*XChildren'sy Centers
1 of Wash*in1gt n
4 _�
0 S X
Funding for Accredited Children Is Advocacy Centers
July 1, 2026 — June 30, 2027
Exhibit B Statement of Work
Invoices submitted for reimbursement must align with the purpose of the funding source
and scope of work as follows.
1. Intent of Services: The intent of the services to be provided under this Contract shall be
to respond to the problem of child abuse in a fully coordinated, comprehensive, and
collaborative manner in order to prevent further trauma to child victims, and to increase
protection through quality investigation, effective prosecution of perpetrators, and
provision of services for the child victim and non -offending family members. The proven
method of effective response to child abuse has been established through the National
Children's Alliance (NCA) standards as reflected in the work of Accredited Children's
Advocacy Centers.
Core Components of Children's Advocacy Centers: NCA-established core components for
accredited Children's Advocacy Centers. Accredited Centers are expected to have each of the
core components in place. The core components are:
o A multidisciplinary team response to child abuse allegations that includes representation
from Law enforcement, DCXF Child Protective Services, Prosecution, Medical, Mental
Health, Victim Advocacy, and the Children's Advocacy Center.
o Culturally responsive services are provided for all CAC clients throughout the case.
o Forensic interviews that are coordinated to avoid duplicative interviewing and conducted
by appropriately trained professionals in a manner that is legally sound and of a neutral,
fact-finding nature.
o Victim support and advocacy services are provided to all CAC clients and their non -
offending caregivers.
o Specialized medical evaluation and treatment services are available to all CAC clients.
o Evidence -based, trauma -focused mental health services designed to meet the unique
needs of the child and non -offending caregivers are consistently available.
o Case review and coordination on a routine basis.
o A Case -Tracking system to monitor and track case progress and outcomes.
o Organizational capacity that ensures appropriate legal and fiduciary governance and
organizational oversight to maintain, grow, and ensure sustainability of the CAC and all
of its components and services.
o A comfortable, private, and both physically and psychologically safe facility for diverse
populations of children and their families.
2. Membership and Accreditation Status: In addition to the Terms and Conditions
stipulated in Part I of the contract, and the Special Terms and Conditions stipulated in
Part II of the contract, the Sub -Contractor shall:
• Maintain NCA Accredited status and notify CACWA promptly if accreditation status
changes.
• Maintain active NCA membership as an accredited Children's Advocacy Center.
• Maintain full CACWA membership in good standings.
• Within 10 days, notify CACWA of changes in leadership within the organization
and/or CAC program.
3. Measurable Outcomes: Sub -Contractor will work toward achieving the goals and
objectives shown below during the contract period established in the stated goals and
measured by related target indicators. Target indicators are established measures that
verify fulfillment of the stated goals.
Standard 2: Forensic Interview
Goal:
Enhance the quality, consistency, and child -centered nature of forensic interviews to
ensure accurate information gathering while minimizing trauma to the child.
Objective(s):
1. Increase the capacity of training for the Forensic interviewer, Trisha Glenn.
2. Participate in approved forensic interviewer peer reviews.
3. Reduce the re -traumatization of children through forensic interviewing, per
standard practice.
Performance Measure(s):
1. Trisha Glenn will attend trainings that will enhance her knowledge and skills in
forensic interviewing.
2. Trisha Glenn will complete 2 peer review sessions this grant period.
3. Trisha Glenn will conduct I50 on -site forensic interview this grant period.
Indicators of Progress:
1. Trisha Glenn will maintain documentation of completed professional
development activities and retain certificates for all relevant training.
2. Trisha Glenn will actively participate in peer review processes and demonstrate
integration of constructive feedback into professional practice.
3. Trisha Glenn will conduct forensic interviews in accordance with established
protocols, best practices, and professional standards.
4. Purpose and Use of Funds
State Funds: The primary focus of state funds included in this contract is to promote
and/or sustain a full multidisciplinary response to child abuse in a psychologically safe
CAC Center environment. Capacity building funds may encompass any relevant
equipment purchases, personnel costs, services for the child and non -offending family
member, multidisciplinary team meeting costs, consultants, etc., as long as it supports,
develops, or enhances one or more of the mandatory standards (which are central to all
CAC services) and/or one or more of the new optional standards established by NCA.
NOTE: Capital projects (including purchasing or significant remodeling of buildings),
fundraising, and lobbying cannot be funded by funds in this grant.
5. Administrative & Continuity of Services Requirements
In addition to the terms and conditions outlined in the RFQ and application documents,
all Subcontractors must provide an opportunity for the State Chapter, Children's
Advocacy Centers of Washington, to orient members of its oversight/governing body to
the CAC's relationship with the State Chapter within 60 days of contract execution.
6. Reporting & Survey Requirements
a. The Subcontractor shall submit the following reports to CACWA:
Report Due to CACWA
Semi -Annual Updates with Statistical Reports
Semi-annual reports must include all data collected and By January 15, 2027
p submitted to NCA. Form available in Coalition Manager) By July 15, 2027
b. The Subcontractor shall also participate in surveys initiated by CACWA during
the term of this Contract.
7. Billing Requirements
The Sub -Contractor shall submit an invoice to CACWA using the claim invoice form
provided to the Sub -Contractor. Invoices and documentation are due on the 15th
(fifteenth) of the month following the month for which reimbursement is being sought,
with a grace period of 5 days, and must be submitted using the Coalition Manager
Platform. Invoices, including the proper documentation, not received by the 20th of the
month, will be processed with the following month's batch of invoices.
'An accredited CAC is considered in good standing with the State Chapter (Children's Advocacy Centers of Washington) when it
fulfills all membership requirements and actively supports the collective mission to improve Washington's response to child
abuse through a coordinated, multidisciplinary response. Good standing reflects a CAC's accountability, commitment to
continuous improvement, and strong partnership within Washington's network of child advocacy centers. This includes:
• Maintaining current membership status with CACWA
• Submitting required reports and documentation in a timely and accurate manner
• Actively participating in CACWA meetings, trainings, surveys, and statewide initiatives
• Complying with National Children's Alliance (NCA) accreditation standards
• Demonstrating adherence to best practices
• Working with the State Chapter and/or other impacted parties promptly and transparently to resolve any compliance,
performance, or other issues that may adversely impact the work if CACs and/or CACWA.
Exhibit C - Kids Hope
Children's Advocacy Centers Capacity Building Grant
Approved Grant Budget
Accredited Centers
July 1, 2026 -June 30, 2027
NOTE: All grant funds allocated are reimbursable only funds. Your
organization must first expend the funds before submitting an invoice
requesting reimbursement of expenses in accordance with this estimated
budget. Grant funds cannot be used to supplant existing funding.
Category,:
Grant Funds.
Personnel
35,246.58
Benefits
15,600.18
Consultant - subcontract
0.00
Supplies
1,051.24
Equipment ($5,000 and above on
0.00
Operating
7,652.00
Training
750.00
Travel
0.00
Other
0.00
Total
$60,300.00
Exhibit C
Budget Narrative - Kids Hope
Provide a computation for EACH line item listed in the budget. Indicate how you arrived at your costs for each item
in the budget. You may add or delete rows as needed, or delete line items that are not included in your proposed
budget. If more explanation is needed, you may add additional comments.
Personnel: Identify the specific position and staff member, including FTE % being charged to this grant. Be sure
L0 5urA111L jUD caUscripuons to uHuvvH ror uacn position included.
Name
Position/Title
FTE (%)
CACWA
NCA Standard(s)
Capacity Grant
That Applies
Trisha Glenn
Forensic Interviewer
.44 FTE x
Annual Pay
$341485.44
Standard 2
Alyce Barrientoz
Financial Operations Specialist
•01 FTE x
Annual Pav
$761.14
Standard 8
Total Personnel $35,246.58
..
CACWA NCA Standards)
Name Benefits FTE (%) Capacity. Grant That Applies
,:,.
Trisha Glenn Forensic Interviewer .44 FTE x $15,289.95 Standard 2
Benefit Cost
Alyce Barrientoz Financial Operations Specialist •01 FTE x $310.23 Standard 8
Benefit Cost
Total Benefits $15,600.18 �
Consultant./ Subcontractor Rate x # CACWA NCA Standards)
Name (Cannot exceed Tasks/Role
$650/day or $81.25/hr) hours Capacity Grant That Applies
Total Consultant /Subcontractor $0.00
Supplies
Brief Description
CACWA
Capacity Grant
NCA Standard (s ) .
That Applies
Supplies
Supplies per FTE, program specific for CAC
$1,051.24
Standard 8
Total Supplies
$1,051.24
Equipment ($5,000 and
above only)
Brief .Description
CACWA
Capacity Grant
NCA Standard(s)
That Applies
Total Equipment
$0.00
Page 1
Exhibit C
Operating
Brief Description (including % of total
CACWA
NC A Standard(s)
charges for CAC represent)
Capacity Grant
That Applies
Rent/Lease
Per FTE space allocation, <5% of total CAC
$3,263.00
Standard 9
Budget
Janitorial
Per FTE space allocation, <1 % of total CAC
$340.00
Standard 9
Budget
Cell/Desk Phones
Per FTE space allocation, <1 % of total CAC
$265.00
Standard 8
Budget
Fuel
Per FTE space allocation, <1 % of total CAC
$176.00
Standard 8
Budget
Professional Liability Insurance
Per FTE space allocation, <5% of total CAC
$31267.00
Standard 8
Budget
Utilities
Per FTE space allocation, <1 % of total CAC
$296.00
Standard 9
Budget
Facility Dog Supplies/Care
Per FTE space allocation, <1 % of total CAC
Budget
$45.00
Standard 2
Total Operating
$7,652.00
Training
Proposed attendeees
Training
CACWA
NCA Standards)
names/roles
Date
Capacity Grant
That Applies
Registration/Accommodations/Per
Diem
Trisha Glenn, Forensic Interviewer
TBD
750.00
Standard 2
Total Training
$760.00
Travel (Purpose)
# of Miles
IRS Rate
CACWA:
Capacity Grant
`NCA Standard.(s)
That Applies
0.725
0.00
0.725
0.00
Total Travel
$0.00
Other (List Each Specific
Expense)
Brief Description
CACWA
Capacity Grant
NCA Standards)
That Applies
Total Other
$0.00
Grand Total $60,300.00
Page 2
Page I
ChildreNs Advocacy Centers
of Washington
X
0
Exhibit D —.Aflowable &Unallowable Costs
ACCREDITED CENTERS
July 1, 2026 — June 30, 2027
CACWA provides funding to Accredited CAC's through a Personal Service Contract with
the State of Washington Department of Children, Youth and Families (DCYF).
Use the following list of Allowable and Unallowable costs as a guideline. It does not mention
every item that is allowed or unallowed with the DCYF grant funds being provided by CACWA.
All costs must be incurred between 7/1/2026 and 6/30/2027. If you have any questions, please
contact the Contracts & Finance Manager by email noel@cacwa.org or phone (360) 753-1698.
Please note there are some costs that are allowed by one grant but not another.
Allowable Costs
Travel
• Airfare, railway fare, bus fare
o Most economical fare (coach class) Reservations should be made at least 21 days in
advance.
o First class fares, seat upgrades, cancellations, ticket change or attrition fees are not
reimbursable.
o Travel Insurance is not reimbursable.
• Baggage fee for ONLY I checked bag each way, if the training is 3 or more days
• Shuttle service, taxicab fares and Uber/Lyft charges
o To/from/between airports, hotels, and conference centers ONLY
o Tips are reimbursable up to 20% of the total cost
• Tolls
• Parking fees
• Rental Cars (must be approved by CACWA in advance)
LodOn
• Reimbursement for lodging is allowable if you are traveling fifty miles or more from your
home or place of employment (whichever is closer) and an overnight stay is required.
• If traveling in Washington state:
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Lodging must be booked at or below the allowable nightly per diem rate (which doesn't
include taxes) for the county you're traveling to. See www.ofm.wa.gov for those rates.
Important to note: If you use a travel site, the receipt must show a breakdown for each night
at or below the allowable nightly per diem rate. Many sites advertise a rate that is "averaged"
across the entire stay, so be sure to confirm the rate for each night of your stay before
booking, since any room above the approved rate will not be reimbursed. (Averaging is not
acceptable).
CACWA will not provide reimbursement, even at a partial rate, if the expense is over
the allowable nightly per diem rate.
o Applicable lodging taxes based on the nightly per diem rate are reimbursable.
• If traveling outside Washington State:
Lodging must be booked at or below the allowable nightly per diem rate (which doesn't
include taxes) for the location you're traveling to. See www.gsa.gov for those rates.
Important to note: If you use a travel site, the receipt must show a breakdown for each night
at or below the allowable nightly per diem rate. Many sites advertise a rate that is "averaged"
across the entire stay, so be sure to confirm the rate for each night of your stay before
booking, since any room above the approved rate will not be reimbursed. (Averaging is not
acceptable).
CACWA will not provide reimbursement, even at a partial rate, if the expense is over
the allowable nightly per diem rate.
o Applicable lodging taxes based on the nightly per diem rate are reimbursable.
Miles
• Auto travel to/from airport, train station or bus station (starting point is work or home,
whichever is closer)
• Auto travel to/from local trainings (starting point is work or home, whichever is closer)
• It must be documented that mileage was a cheaper way to travel rather than flying
• Up to the maximum federal mileage rate
o Available at www.ga.
M®
• If traveling I I or more hours for training, applicable meals may be reimbursed at the
allowable per diem meal rates for the location being traveled to, based on the following
guidelines:
Page 3
• If traveling in Washington state, use the allowable per them meal rates available at
www.ofm.wa.gov
• If traveling outside Washington state, use the allowable per them meal rates available
at www.gsa.gov
• If free breakfast is available at the hotel, a meal per them may not be requested.
• If breakfast and/or lunch are provided at a training, meal per diems may not be
requested.
Training
• Conference or Training Registration fees
• Rental of conference rooms, meeting space
• Equipment rental
Consultant - Defined as anyone not on the agency's payroll and receiving compensation for
work
• Up to the maximum daily consultant rate: $650/day based on an 8-hour day; if a consultant
works less than 8 hours follow the rate of $81.25/hour
• Trainers
• Speakers
• Professional services
• Computer Technicians
• Therapists
• Interviewers
• Nurses
o Any individual conducting contract work on the CAC's behalf (i.e., medical, therapy,
accounting)
Compensation for individual consultant services is to be reasonable and consistent with that
paid for similar services in the marketplace. The prep time allocated for the provision of
these services may be included in an 8-hour workday as long as it is reasonable and
justifiable.
Pprcninnpl
• Salaries (may not include bonuses)
• Fringe benefits
Supplies
0 General office supplies and equipment
Page 4
• Furniture (desks, chairs, tables, etc.) for offices, interview rooms, medical examination rooms
• Printing materials and supplies (in-house or outsourced)
• Computer equipment (located in or operated by the CAC) below $5,000
• Software or other technology tools (for computers located in or operated by the CAC) below
$5,000
• Materials for therapy and forensic interviews (i.e. anatomical dolls, art supplies, fidget
spinners)
Equipment above $5,000
• Computer equipment (located in or operated by the CAC)
• Software or other technology tools (for computers located in or operated by the CAC) above
$59000
• Interviewing equipment
• Medical equipment
Other
• NCA annual membership fees
• NCA accreditation or reaccreditation fees
• NCATrak and other case tracking software
• Postage
• Publications and Periodicals (i.e. medical journals, advocacy related, managerial)
• Publicity (i.e. Brochures, ads, signs for CAC)
• Recording, transcription, or translation services
• Insurance
• Rent/lease of space for agency
• Electric, gas, water
• Telephone, Internet, teleconferencing
• Maintenance and grounds keeping services
• Artwork (i.e. paintings, murals, pictures, frames, sketches) below $200
• Therapeutic toys used during therapy or interviews
• Food or snacks used as part of a therapeutic intervention, forensic interview, as part of an
MDT meeting, or for tannings intended to enhance services to children and their non -
offending family members
Page 5
,Unallowable Costs
General
• Any expenditure that is not directly related to the CAC and/or the mission of the CAC
• Any activity or payment related to lobbying or fundraising (to finance related or
complementary project activities)
• Any expenditure not directly related to the approved goals and ob 0 ectives of the project
• J
Any costs that are incurred either before the start of or after the expiration of the grant period
Travel
• Recreational trips during a conference (anything other than to/from/between airports, hotels,
and conference centers)
• Travel Insurance of any kind
• Baggage fee for 2+ checked bags or 1 checked bag if training less than 3 days
• Rental Cars (Unless the agency has clearly demonstrated that this is the least expensive
means of transportation for group travel and has received CACWA approval prior to travel)
• Tips or gratuities, other than for shuttle services, taxicab fares and Uber/Lyft charges
• Costs associated with spouse, child, or other person traveling with you
• Entertainment or Sporting Events
• Passport charges or visa fees
Lodging
• Telephone, Internet charges, laundry, movie costs, or mini bar charges incurred, at the hotel
• Airbnb's or similar places of stay
• Nightly lodging costs that exceed the allowable lodging rate (excluding applicable taxes) for
the dates and destinations of travel
• Additional night(s) stay beyond what is required for CAC -related business.
Personnel
• Dual compensation of salaried employees
• Stipends for attending training
• Bonuses
• Salary for employees whose time is spent lobbying or fundraising
-PPn1-/1rT+HifiPv.
• Late fees
Page 6
• Rent or utilities paid to any individual that is a staff person or immediate family member of
the CAC or fiscal agent for the grant award.
Other
• CACWA annual membership fees
• Capital campaigns, Land acquisition, New construction, Major Remodeling or Vehicle
purchases
• Routine renovations
o Except for the purpose of enhancing the facility's ability to accommodate children
and that further the objective of the CAC
• Mortgages
• Corporate formation fees and/or Non-profit incorporation fees
• Credit card fees
• Fines and penalties
• Bar charges/alcoholic beverages
• Furniture or soft furnishings of any kind, except for the purpose of enhancing the facility's
ability to accommodate children and that further the objective of the CAC
• Refrigerators (unless used for medical purposes) and kitchen appliances
• Artwork (i.e. paintings, murals, pictures, frames, sketches) above $200
• "Goody Bag" giveaways of any kind, that include items such as:
o Toys/Games
o Clothing items
o Backpacks
o Coloring/Activity books
o Crayons/Markers/Coloring Pencils
o Stickers